Accounts Payable Specialist (Mid-Level)

Position Summary

The Accounts Payable Officer is responsible for the accurate and timely processing of supplier, subcontractor, and employee-related transactions. The role maintains a reliable accounts payable ledger, prepares the weekly payment run, supports month-end close, and works with operational teams to resolve issues with invoices, purchase orders, and approvals.

Job Details

Work-from-home

Monday to Friday, 8:00 AM – 5:00 PM AEST

Following Australian Holidays

Key responsibilities

• Invoice processing and coding
• Receive, review and process supplier and subcontractor invoices, credit notes and adjustments across all assigned HL Group entities.
• Validate entity, supplier details, ABN and GST treatment, invoice arithmetic, project or cost code, purchase order and required approval before posting.
• Identify duplicate invoices, incorrect charges, missing documentation and other exceptions before payment.
• Match invoices to purchase orders, delivery records, hire dockets, subcontract claims or other supporting documents where applicable.
• Allocate costs accurately between projects, departments, assets, inventory and overhead accounts in accordance with the chart of accounts and finance procedures.

Approvals and payment runs

• Monitor approval workflows and follow up outstanding approvals so invoices are ready for the weekly Tuesday payment run.
• Prepare payment proposals by entity and payment method, including due-date, cash-flow and supplier-priority checks.
• Verify bank account changes through an independent control process and escalate any suspected fraud or unusual request immediately.
• Provide payment-run reports and supporting records for authorised review and release; do not release payments outside delegated authority.
• Issue remittance advices and record payments accurately after authorisation.

Supplier and subcontractor accounts

• Set up and maintain supplier records using approved onboarding documentation and controls.
• Respond promptly and professionally to supplier queries, invoice disputes, account holds and payment-status requests.
• Reconcile supplier statements to the accounts payable ledger and investigate missing invoices, credits, unapplied payments and aged items.
• Maintain complete supporting records for subcontractor claims, retentions, statutory declarations, insurance or licence requirements where relevant to payment.
• Monitor credit terms and help maintain constructive supplier relationships without bypassing HL's approval or cash-management controls.

Corporate cards and employee expenses

• Review corporate card and employee expense transactions for valid tax invoices, correct coding, business purpose and required approval.
• Follow up missing purchase orders and tax invoices in line with HL policy and escalate unresolved personal or unsupported expenditure.
• Assist with timely reconciliation of card accounts and clearing accounts.

Month end and reporting

• Complete accounts payable close tasks to the finance timetable, including cut-off reviews, outstanding invoice checks and reconciliation of control accounts.
• Prepare or support accruals for goods and services received but not invoiced and reverse them as directed.
• Reconcile accounts payable ageing and supplier balances to the general ledger and investigate variances.
• Support intercompany allocations, audit requests, cash-flow forecasting and management reporting as required.
• Maintain organised electronic records that support audit trails, tax compliance and document retention requirements.

Controls and continuous improvement

• Follow segregation-of-duties, delegated-authority, payment-security, privacy and recordkeeping requirements.
• Protect confidential supplier, employee, banking and commercial information.
• Identify recurring invoice or workflow issues and recommend practical process improvements.
• Maintain procedure notes and provide coverage or training support to other finance team members when required.
• Carry out other reasonable finance and administration duties consistent with the position.

Qualifications

• At least 3 years of relevant experience in Accounts Payable (AP).
• Proven experience managing the end-to-end Accounts Payable process, including invoice processing and payment coordination.
• Experience in invoice verification and reconciliation.
• Experience coordinating with vendors and suppliers to resolve invoice discrepancies and payment-related concerns.
• Knowledge and experience in Goods and Services Tax (GST) and its application in invoice processing.
• Good English communication skills, both written and verbal.

Nice-to-Have

• Knowledge of Australian Business Numbers (ABN)